Attachment_2_-_Appendix_B.docx

Appendix B: Task Order Project Example

9. Please provide an example of how a Task Order is awarded utilizing the bid items. For instance, buyout for a parking lot that requires import, subgrade prep, base, concrete curb and gutter, concrete driveways, HMAC paving, and striping.

a. Below is a simplified example of the process of awarding a task order for a theoretical 100ftx100ft parking lot project. The example is not all-inclusive or exhaustive of all the requirements found within this contract. It is intended to be one simplified example of how line-items are calculated and used for awarding a task order using the contract line-items, as requested. Each offeror should take caution to review requirements for RFI submittal and response timelines, traffic control, utility outage requests, coordination with privatized utility companies, dig permits and other items not covered in this example. Furthermore, each offeror is instructed to fully read each specification and understand everything that is required by the specification. The example below is not intended to contradict, nor fully communicate what each line item entails.

Example Project: 100x100ft Parking Lot Reconstruction

A site walk is scheduled with the contract holder for the paving IDIQ (contractor) by the Government. The project plans are sent to the contractor for the reconstruction of a parking lot in advance of the site walk. A site walk date and time are scheduled and the contractor and Government project manager/project designer (PM) meet on site. While on site, the Government’s PM discusses the scope, intent and project specifics with the contractor in the presence of the Government’s project contracting officer’s representative (COR). After the site visit, the contractor has a specified number of calendar days to submit RFI’s to the COR, as described in Division 1. After the RFI’s have been received, the government will respond and clarify any issues identified by the contractor. Once the RFI responses have been received by the contractor, the contractor will then submit an official bid sheet with quantities, along with calculation notes on how the contractor arrived at those quantities.

Information derived from task order / project plans:

1. Full demolition and reconstruction of an existing 100ftx100ft asphalt paved parking lot (10,000ft^2 = 1,111.1yd^2). The contract plan drawings estimate existing asphalt pavement thickness to be 2-3in in thickness.

2. 3in of type-C HMAC to be installed over 8in of flexbase material.

3. 25ftx15ft square concrete entry driveway specified to be 8in in depth with reinforcement show to be #5 rebar at 18in on center, each way. The concrete driveway is specified to be placed over a 6in bed of aggregate over a prepared subgrade. A concrete joint plan is also given.

4. Curb and gutter measured on site or given in plans = 375lnft

5. 24 parking stalls, striped with 4in wide white lines.

6. 2 ADA/accessible parking locations which are shown to include accessible signs and wheelchair pavement markings at each stall

7. Sod to be placed 10ft behind all new curb.

Demolition

Demolition is called for of the existing parking lot. The means and methods are determined by the contractor on how the asphalt is removed, however, the asphalt demolition shall be paid for under line item 102: “REMOVAL OF FLEXIBLE PAVEMENTS”. Because the task order plans identify the existing asphalt to be between 2-3in in thickness, line item “102.1” will be used because the section is equal to or less than 4in in depth. Line item 102.1 is paid for by the square yard and therefore the quantity entered into line item shall be:

102.1 = 10,000ft^2 = 1,111.1yd^2. The price for this line item shall be 1,111.1 multiplied by the fixed contract price for this line item.

Saw cutting:

Where saw cutting the existing asphalt is needed, line item 101.1 “ASPHALT TO 3in IN DEPTH” shall be used. Therefore, the quantity of linear feet (LnFt) is entered into the bid sheet and is automatically multiplied by the contract price to determine the final cost for saw cutting. For this example we will give 100 LnFt of saw cutting to 3in depth found in line item 101.1 “APHALT TO 3” DEPTH”.

Excavation:

The task order plans call for an 8in bed of flexbase material to be placed prior to asphalt paving at the parking lot. Additionally, the concrete driveway is shown to be placed where natural ground is currently situated. Because the excavation will be hauled off site, line item 109 “EXCAVATION (EXPORTING TO OFF-SITE)” shall be used. For this contract, excavation is measured by the in-place (bank) cubic yard of material to be excavated. Costs associated with the swell of loose material should be considered in the line item pricing, but will not be measured. Only the in-place material to be excavated will be measured for payment. Therefore, the amount of excavation is shown to be:

1. Driveway

a. 8in slab + 6in flexbase = 14in. in depth

b. The area of the concrete driveway is given as 25ftx15ft = 375ft^2 = 41.7Yd^2

Total excavation for the driveway

2. Parking Lot

a. Because the removal of existing asphalt is paid for under line item 102, the remainder excavation needed on the parking area is 100 x 100 = 10,000sf = 1,111.1yd^2.

b. The depth of in place material to be excavated is 8in.

Total excavation for the parking area

3. Curb

a. New curb to be placed is given to require 55.6yd^3 of excavation.

Total Excavation:

Driveway + Parking Lot + Curb = 16.2yd^3+246.7yd^3+55.6yd^3 = 318.5yd^3

Construction

Subgrade Preparation

Raw subgrade preparation, including dressing, shaping, wetting, aerating and compacting of the subgrade will be measured and paid for by the square yard under line item 202: “COMPACT AND FINE-GRADE SOIL”. The subgrade to be prepared in this example is the total square yardage of the driveway, parking lot and new curb.

1,111.1yd^2 + 41.7yd^2 + 55.6yd^2 = 1,208.4yd^2

Imported Material

The plans in this example call for 8in of flexbase (roadway aggregate) material to be placed at the parking lot, 6in at the concrete driveway and 8in beneath the curb and gutter. The plans do not show finished elevations, but imply a slope of 2% across the parking lot to be maintained to ensure positive drainage. There is also material needed to create a foreslope behind the new curb and gutter to tie back into existing ground. The contractor estimates they will need 125yd^3 of additional select fill material not otherwise identified in the plans and substantiates the claim by providing surveyed elevations at various locations. The elevations, along with calculations, are provided in the calculation notes submitted to the Government PM. After review, the PM concurs with the calculations and the following quantities are noted:

Flexbase

Flexbase is measured under line item 205 “FLEXIBLE BASE MATERIAL (IN PLACE COMPACTED)”. This includes placment in prescribed lifts, shaping and compaction, and is measured only by the cubic yardage of in-place material.

1. Parking Lot

a. 0.222yd x 1,111.1yd^2 = 246.7yd^3

2. Curb

a. 0.222yd x 153.3yd^2 = 34.1yd^3

3. Driveway

a. 0.167yd x 41.7yd^2 = 16.2yd^3

Total flexbase material:

Parking Lot + Curb + Driveway = 246.7yd^3 + 34.1yd^3 + 16.2yd^3 = 297yd^3

Imported Fill

Imported fill is measured under line item 108. In this example, suitable material is not available on the Fort Hood installation. Because material was not available on the Fort Hood installation, the imported material is calculated under 108.2 “EMBANKMENT MATERIAL (OFF POST)”. As previously noted, the contractor substantiated they required an additional 125yd^3, as concurred by the Government, of material and therefore this applied to line item 108.2.

HMAC

Hot-mix asphaltic concrete (HMAC) is measured according to line item 302 “HOT-MIX ASPHALTIC CONCRETE”, regardless of the type specified within the line item. The particular type specified for this example is “Type C” and the particular gradations for that type are found within the specification. Measurement of this line item is by the tonnage in place, compacted and shaped according to the plans. The formula for measuring tonnage is shown in the specification:

(Area in square yards x 115lbs x asphalt thickness in inches) / 2000 = Asphalt Tonnage

In our example, the tonnage is calculated as:

1,111.1 x 115 x 3 / 2000 = 191.7 Tons

Prime Coat

The example project plans call for a prime coat to be placed prior to HMAC paving. Line item 301.1 “BITUMINOUS PRIME COAT” is used and requires 0.40 gallons per square yard be applied to the prepared surface. The total gallons required for this project is then calculated as:

1,111.1yd^2 x 0.40gal/Ft^2 = 444.4 gallons

Concrete Driveway

Concrete intended for pavement use is calculated under line item 307 “CONCRETE PAVEMENT (ROADWAYS AND MOTORPOOLS)” and is measure by the cubic yardage in place. Line item 307 also includes all joints as a subsidiary item (included) within the unit price. Steel reinforcement is paid for separately under line item 308 “CONCRETE STEEL REINFORCEMENT”.

1. Driveway (8in depth)

a. 41.7Yd^2 x 0.222yd = 9.3yd^3

Steel Reinforcement

Steel reinforcement for concrete, unless noted otherwise in a specification (for example, Curb and Gutter), is paid for under line item 308 “CONCRETE STEEL REINFORCEMENT”. The measurement is given by the total pound-weight of reinforcement. Because the example driveway calls for #5 rebar at 18in O.C.E.W., the total poundage is given by the linear feet of #5 bar, multiplied by the number of pounds per foot of #5 bar (1.043lb/ft):

465lnft x 1.043 lbs/ft = 485lb

Curb and gutter

The example project calls for 375 linear feet of curb and gutter. Curb and gutter are paid for under line item 503.1 “STANDARD CONCRETE CURB AND GUTTER”. According to the specification, all joints reinforcement materials, formwork, etc. are included in the line item price. The line item is paid for by the linear foot, therefore the given quantity is = 375lnft.

Striping

The example project calls for 4in white parking stall lines, and specifies 605.1 “WATER/OIL BASED STRIPING (2 COATS)” to be used. The linear feet of striping given or measured in the plans is 432lnft. Since specification 605.1 is measured in square feet, the quantity is:

432ft x 0.333ft = 144ft^2

Accessible Wheelchair Symbols

The example project calls for thermoplastic template wheel chair symbols to be placed in 2 locations. Because the symbols are templates and thermoplastic, line item 605.3 “THERMOPLASTIC TEMPLATE MARKING” will be used. Within the example project plans, the template measurements are given and show each symbol is 4ftx4ft = 16ft^2. Because 2 symbols are specified the total square footage is calculated to be:

16ft^2 x 2 = 32ft^2

Accessible Parking Signs

Two line items are used for the placement of a new sign. The example project calls for 2 engineer grade accessible parking stall signs and includes a drawing detail of the sign. Item 601.1 “SIGN FACE ENGINEER GRADE” and 601.3 “SIGN POST WITH FOOTING” will be used. The square inch of each accessible sign is given as 75 square inches and require 1 sign post, each.

The number of square inches for line item 601.1 is:

2 x 75sqin =150sqin

The number of mounting poles for line item 601.3 is 2.

Topsoil with Sodding

Sod is specified to be placed behind all new curb at a distance of 10ft. According to line item 117 “TOP SOIL WITH SODDING”, payment is measured by the total square feet, in place. According to the specification, placement includes all items necessary to reach stabilization, to include watering daily for a minimum of 6-weeks (see specification for type, mowing, care, watering, etc.). Because the linear feet of curb was given as 375ft, the total square footage of sodding with topsoil and all other subsidiary items is:

375ft x 10ft = 3,750ft^2

Note: For any item specified within a task order that does not conform to a specific standard line item, the contractor may present costs associated with the work under line item “003: Miscellaneous Project Elements”. Cost must be substantiated (example: sub-contractor bid) prior to acceptance.

Total of Line items and Task Order Value

For the sake of simplicity, we will assume the winning offeror has bid each of the line items used in this example at $5.00. In reality, the unit cost of each line item varies considerably (HMAC per-ton cost vs. striping linear-foot cost, etc.). Line item 002 “AS BUILT DRAWINGS” was also added as a quantity of “1”, as each task order requires as-builts be submitted (see Division 1 of the paving specifications).

Please note the line item unit price cannot be changed after the acceptance of the Paving IDIQ contract. The only item the contractor will be able to enter into the bid sheet for each task order is the quantity amount of each item used within a task order. A signed bid sheet and calculation notes will be turned into the Government for concurrence. The price of each line item is then automatically calculated and the task order value is summed. The only negotiable portion of each task order is the quantity amount, as substantiated by field measurements, surveying, CADD drawings, etc. In some cases, the Government will explicitly provide quantities to be installed (example: 3 sign posts with footings) via notation or project quantity schedules.

From the calculation notes above, the following quantities were input to the standard bid sheet (for simplicity, only line items used are shown in this example):

The total value of this task order is then calculated to be $42,962.00. The example above is what the contractor will submit to the government for review (signed bid-sheet and calculation notes) after receiving the plans, attending a site visit and completing the RFI stages. After review of the bid, the Government PM will either concur or-non concur with the quantities presented. Once the final bid has been accepted by the Government, the process will move to contract award. Note there is not a provision to insert costs, outside of Series 000 items of the bid sheet, for any other item required by the Division 1 specifications. Costs associated with Division 1 requirements must be considered within the line item per unit cost of the standardized bid sheet.